188064-0 Sole Source Determination.pdf

SOLE-SOURCE DETERMINATION MEMO

FOR SUPPLIES AND SERVICES

Date: 09/06/2026 Sole source number: S-44300-00017676

To: Kirk N. Rhoades, Designated Procurement Officer ODHS Office of Contracts & Procurement

Requestor: Jeremy Sichley Agency/division: Oregon Health Authority(OHA), herein after referred to as

“Agency” Program/office: Oregon State Hospital Contract specialist: Enrique Rodriguez

Agency Sole source rule: Sole source authority:

DHS OAR 137-047-0275 ORS 413.033

DAS Delegation REQ-10000-00020921 (was 649-11), as amended

Estimated total contract value: $430,000.00

Description of goods or services: WhereScape RED and WhereScape 3D software licenses, maintenance, and support services used for data warehouse automation, nightly ETL operations, SQL code generation, and modeling functions within the Oregon State Hospital’s (OSH) data environment.

1. Background: This sole source justification applies to the purchase of:

a) Brief description of the contract or contracts (including contemplated future purchases):

The contract covers software licenses, renewal maintenance, and support for WhereScape RED and WhereScape 3D, including future additions to the license pool and continuation of maintenance for existing hosting environments (development, testing, production).

b) Describe the product or service to be purchased:

WhereScape RED is an industry-standard data warehouse automation tool that performs nightly extraction from OSH’s electronic health record (Avatar), transforms the data into relational formats, and generates SQL programming.

WhereScape 3D complements RED by automating the modeling layer used to develop new warehouse modules and identify relationships across datasets.

c) Describe why the agency is seeking this procurement method (Sole Source) The software has been deeply integrated into OSH’s EHR data pipeline since 2017 and is incompatible with other data software tools without replacing the entire existing infrastructure. OSH has invested extensive staff training, hosting environments, and custom modules that cannot be migrated without significant cost, delays, and operational risk. Only Wherescape can provide the required licenses, updates, and maintenance compatible with existing installations.

2. Prospective contractor/vendor:

Legal entity name: Wherescape DBA: Wherescape Red/3D Address: 6805 N. Capital of Texas Highway, Suite 275, Austin, TX 78731 Contact person: Sean Mitchell Phone: 737‑330‑1130 Email: sean.mitchell@wherescape.com

Protests are due by 3:00 PM within seven calendar days after the first date the notice is posted on OregonBuys. Protests must be sent via mail, fax, email, or hand carried to the following address: Protests via telephone will not be accepted.

Oregon Department of Human Services Office of Contracts and Procurement ATTN: Enrique Rodriguez Address: 500 Summer St, Suite E03, Salem, OR 97301 Phone: 503-569-8279 Fax: 503-378-4324 Email: enrique.rodriguez@odhsoha.oregon.gov

Agency reserves the right to purchase additional services to include maintenance or training.

mailto:enrique.rodriguez@odhsoha.oregon.gov

3. Written findings of fact (market research):

The findings below must include factual information supporting the determination that meet the sole source requirement in statute.

Pursuant to ORS 279B.075, Agency must conduct market research that supports the assertion that there is only one source that can provide the goods or services. Market research includes utilization of the internet, trade journals, agency vendor lists, professional organizations, studies, catalogs/industrial periodicals, vendor sources, yellow pages, etc.

a) Wherescape RED and Wherescape 3D provide the automated data‑warehouse development, SQL generation, and management capabilities required by OSH’s existing data‑warehouse environment. While platforms such as BigQuery, Snowflake, and Google Cloud offer general data‑management functions, they are not compatible with OSH’s Wherescape‑based architecture. Wherescape’s automation reduces manual coding effort by up to 80 percent, which is essential given limited state technical resources.

Wherescape RED has been in use across OHA programs since 2016 and supports OSH’s critical nightly EHR data‑processing workflows. OSH’s hosting environments, staff training, and custom modules rely on Wherescape’s proprietary framework. Replacing Wherescape would require rebuilding OSH’s data‑warehouse infrastructure, retraining staff, and reconstructing automation pipelines at an estimated reinvestment cost of $468,000.

For information technology contracts, any ownership or proprietary issues should be fully addressed with written documentation to support facts.

a) Wherescape RED and 3D are proprietary platforms, and OSH’s current system architecture depends on features that cannot interoperate with other vendors’ tools. Only Wherescape can provide software compatible with OSH’s existing environment.

Agency must select at least one of the findings and prepare the determination as it specifically relates to the good or service being procured. More than one finding can be addressed. The findings are as follows:

Pursuant to ORS 279B.075 (2)(a): Provide findings supporting the determination that the efficient utilization of existing goods requires the acquisition of compatible goods or services from only one source. Wherescape RED has been in continuous use since 2017 (and RED/3D since 2024). Additional licenses and maintenance renewals must come from the same provider because OSH’s data infrastructure, including SQL generation, processing schedules, and automated warehouse modules, is built entirely on Wherescape’s proprietary architecture. Other data tools are not compatible without replacing all existing licenses and workflows.

or Pursuant to ORS 279B.075 (2)(b): Provide findings supporting the determination that the goods or services required for the exchange of software or data with other public or private agencies are available from only one source.

or Pursuant to ORS 279B.075 (2)(c): Provide findings supporting the determination that the goods or services are for use in a pilot or an experimental project.

or

Pursuant to ORS 279B.075 (2)(d): Any other findings that support the conclusion that the goods or services are available from only one source.

APPROVED:

By:

Signed by DPO electronically via OregonBuys Kirk N. Rhoades or acting DPO

BRAND NAME DETERMINATION:

If a brand name is involved, Agency must also satisfy the requirements of OAR 125-247- 0691 by completing Attachment 1.

ATTACHMENT 1

DETERMINATION OF BRAND NAME SPECIFICATION

Requestor: Jeremy Sichley Agency/division: Oregon Health Authority(OHA), herein after referred to as

“Agency” Program/office: Oregon State Hospital

Agency Brand name statute/rule: Brand name authority:

OHA ORS 279B.215 ORS 413.033

DAS Delegation REQ-10000-00020921 (was 649-11), as amended

Total estimated cost: $430,000.00

1. Background: This sole source justification applies to the purchase of:

a) Provide a brief description of the contract or contracts to be covered including contemplated future purchases:

The contract covers software licenses, renewal maintenance, and support for WhereScape RED and WhereScape 3D, including future additions to the license pool and continuation of maintenance for existing hosting environments (development, testing, production).

b) Describe the product or service to be purchased:

WhereScape RED is an industry‑standard data warehouse automation tool that performs nightly extraction from OSH’s electronic health record (Avatar), transforms the data into relational formats, and generates SQL programming.

WhereScape 3D complements RED by automating the modeling layer used to develop new warehouse modules and identify relationships across datasets.

c) Describe the reasons the agency is seeking this procurement method:

The software has been deeply integrated into OSH’s EHR data pipeline since 2017 and is incompatible with other data software tools without replacing the entire existing infrastructure. OSH has invested extensive staff training, hosting environments, and custom modules that cannot be migrated without significant cost, delays, and operational risk. Only Wherescape can provide the required licenses, updates, and maintenance compatible with existing installations.

2. Brand name to be acquired:

Legal entity name: Wherescape DBA: Wherescape Red/3D Address: 6805 N. Capital of Texas Highway, Suite 275, Austin, TX 78731 Contact person: Sean Mitchell Phone: 737‑330‑1130 Email: sean.mitchell@wherescape.com

3. Findings to satisfy required standards:

Use of a brand name specification is unlikely to encourage favoritism in the awarding of public contracts or substantially diminish competition for public contracts because:

or Use of a brand name specification would result in substantial cost savings to the agency or the public because:

or

There is only one manufacturer or seller of the product of the quality, performance or functionality required; because: OSH’s data warehouse operations rely on proprietary automated SQL generation, transformation pipelines, and development environments unique to Wherescape products.

or The efficient utilization of existing goods requires the acquisition of compatible goods or services because: Wherescape has been in use since 2017, and additional licenses must match existing installations to avoid breaking compatibility and requiring full system replacement.

FINDINGS

The findings are accepted, adopted, and incorporated by reference herein.